Time Approval Bottlenecks: How to Stop Delays from Killing Your Cash Flow

If you are running a professional services (PS) team, you already know that getting paid on time is essential for keeping your business healthy. But what happens when time approvals are slow, inconsistent, or stuck in bureaucratic bottlenecks? Delayed time approvals mean delayed invoicing, which directly impacts cash flow and financial stability.

At Birdview, we have worked with many teams facing this challenge. One recurring issue we see is that companies still rely on outdated manual processes that slow everything down. Whether it is email chains or spreadsheets, the lack of a structured system leads to unnecessary delays.

The good news? Fixing approval delays is not complicated. It just requires the right processes and tools. Let’s dive into the common challenges and practical solutions to help your team streamline time approvals and get paid faster.

The Common Causes of Time Approval Bottlenecks

1. Manual and Disconnected Processes If your team is relying on emails, spreadsheets, or paper timesheets to track and approve time, you are setting yourself up for delays. Managers may overlook approval requests, and employees may forget to submit their hours on time. At Birdview, we have seen companies reduce approval times significantly by adopting automated workflows that centralize time tracking.

2. Unclear Approval Responsibilities When it is not clear who should approve time entries, requests end up sitting in limbo. Should it be the project manager? The department head? The finance team? Without well-defined ownership, approvals can get stuck in a never-ending back-and-forth. We recommend setting clear guidelines that define who is responsible at each stage.

3. Lack of Real-Time Visibility Without visibility into who has submitted time and where approvals stand, teams struggle to follow up efficiently. This often leads to last-minute scrambles at the end of the billing cycle. We have seen teams benefit from dashboards that give real-time insights into approval statuses, so managers can step in when necessary.

4. Inconsistent Policies and Delayed Escalations When different teams or managers have different standards for approving time, delays are inevitable. And if there is no escalation process for overdue approvals, it is easy for bottlenecks to go unresolved until they become urgent. Standardizing policies across departments ensures that everyone follows the same process and approvals do not become a bottleneck.

How to Fix Time Approval Bottlenecks

1. Automate the Time Approval Process Implementing a professional services automation (PSA) tool can eliminate the need for manual tracking. Automated approval workflows ensure that time entries are reviewed and approved in a timely manner, reducing administrative overhead and improving accuracy. At Birdview, we have seen teams cut approval times in half by moving to an automated system.

2. Set Clear Approval Workflows and Responsibilities Define who is responsible for approving time and establish standard approval workflows. A structured approach reduces confusion, speeds up approvals, and ensures accountability at every level.

3. Enable Real-Time Tracking and Notifications Visibility is key. Use a system that provides real-time updates on time submissions, approval statuses, and overdue requests. Automated notifications can remind managers and employees to take action before deadlines become an issue. Many Birdview users have told us that automated notifications alone have helped them avoid missed approvals.

4. Standardize Policies and Escalation Procedures Ensure that everyone follows the same process by defining clear time approval policies. Set deadlines for approvals and establish an escalation process so that delays do not spiral out of control.

Faster Approvals Mean Faster Payments

Time tracking and approvals should not be a roadblock to getting paid. By streamlining the process, your team can reduce administrative burdens, improve cash flow, and keep projects running smoothly.

At Birdview, we have helped many teams overcome these challenges with the right mix of automation and process improvements. How is your team handling time approvals? Share your insights in the comments!

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